managing requests on sourcedogg · as with all ‘export as a document’ options in sourcedogg the...

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November 2015 Copyright SourceDogg

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Managing Requests on SourceDogg

Date: November 2015

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Contents Contents .................................................................................................................................................. 2

1. Introduction .................................................................................................................................... 4

2. Published Request ........................................................................................................................... 5

1. Q&A ............................................................................................................................................. 5

1. Post to All, Some or one supplier ............................................................................................... 6

2. Include attachments .................................................................................................................. 6

3. Save as draft ............................................................................................................................... 8

4. Supplier posts ............................................................................................................................ 9

2. Extend the deadline .................................................................................................................. 10

3. Add an additional File ............................................................................................................... 11

4. Editing Suppliers........................................................................................................................ 11

1. Add a new Supplier ................................................................................................................... 11

2. Remove a Supplier .................................................................................................................... 11

3. Resend Invite ............................................................................................................................. 12

4. Check Progression ..................................................................................................................... 13

5. Change Contact ......................................................................................................................... 14

5. Cancel & Delete a Request ........................................................................................................ 15

3. Request under Consideration ....................................................................................................... 17

1. Q&A Under Consideration ........................................................................................................ 17

2. Reopen the request (extend deadline) ..................................................................................... 17

3. Review Responses ..................................................................................................................... 17

1. Review Response ...................................................................................................................... 18

2. Verify Certificates ...................................................................................................................... 19

4. Export Responses ...................................................................................................................... 20

1. Export Individual Response ....................................................................................................... 20

2. General Export .......................................................................................................................... 21

5. Price comparisons ..................................................................................................................... 24

1. Total Price ................................................................................................................................. 25

2. Items & prices ........................................................................................................................... 25

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3. Lowest bid analysis ................................................................................................................... 26

6. Decision ..................................................................................................................................... 27

1. Award Supplier .......................................................................................................................... 28

2. Decline Supplier ....................................................................................................................... 29

3. Create Purchase Order .............................................................................................................. 29

4. View Purchase Orders ............................................................................................................... 31

5. Create Catalogue ....................................................................................................................... 31

6. View Contracts .......................................................................................................................... 32

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1. Introduction SourceDogg is a leading eProcurement software and service provider committed to offering the

easiest-to-use procurement software experience globally. In this document, we will go through all

areas of SourceDogg with clear and easy to follow instructions. This document will enable

SourceDogg’s Buyer Organisations Users to fully familiarise themselves with SourceDogg’s full suite

of tools and capabilities.

Please note any Red & Green writing & lines in the screen grabs are for explanation purposes only

and are not in the SourceDogg software.

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2. Published Request

1. Q&A The Q&A (Question & Answer) option is selected in either the Request Settings or when Creating the

Request. For the definition see below:

Supplier Q&A: Select Supplier Q&A to allow participating suppliers to post questions

regarding the request. All supplier questions and your answers are private. This

setting also allows announcements of any changes or clarifications to all

participating suppliers.

When a request is published, the Q&A becomes active.

Here the User or Buyer can communicate with the Suppliers, either individually or in groups.

Likewise the Supplier can contact the Buyer this way.

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1. Post to All, Some or one supplier

The Buyer can choose who to direct message by selecting from the different groups or individual

Suppliers.

Once the Suppliers have been chosen then write the content of the message.

2. Include attachments

The Attach file button allows the User to attach any files into the post. Files can either be taken form

the Document Manager or can be taken from ‘My Computer’

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3. Save as draft

Any post can be saved as a Draft before it is published. Select the blue ‘Save’ to do this.

Once happy to Post, click the ‘Post’ button.

Once Posted, it is Time & User Stamped.

Any time there is a post in the Q&A, the recipient, whether Buyer or Supplier, will receive an email

notification.

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4. Supplier posts

Suppliers can respond to a Post by a Buyer or post their own question. Supplier’s posts are always

private, i.e. only the Buyer has visibility of the post. The Buyer can then choose to respond in private

or make a public response. See below this interaction.

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2. Extend the deadline On occasion the User may wish to extend the deadline of the Request, perhaps based on feedback in

the Q&A or for other reasons. This can be done very easily. By clicking into the Request details,

select response deadline and choose a new date.

Once you have selected the new date, the Save details button needs to be clicked. When it is dark

blue changes have been made: Once clicked, it will change to a pale blue:

All Suppliers will be notified be email of the Date change and new deadline.

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3. Add an additional File If you need to add an extra document after the Request has been published, the User can add it

through the Q&A Feature.

4. Editing Suppliers In the Suppliers section, we have seen how Suppliers can be added to a request. Once a request is

published Suppliers can still be added as before, a contact be changed or the invite resent.

SourceDogg also allows visibility to the Suppliers progression through a Response.

1. Add a new Supplier

To Add a new supplier see Add a Supplier via email and by Directory.

2. Remove a Supplier

Removing a supplier from a response, may be necessary if a contact is incorrect or the supplier has

requested this. In the ‘Suppliers’ tab in the request, select the Cog on the right and select the

‘Remove’ option.

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Once a supplier has been removed, if the ‘Comment’ box has been completed then the Supplier will

receive that personalised message as to why they have been removed, otherwise they will receive

an email notifying them of their removal.

3. Resend Invite

To resend an invite, open up the Cog beside the Supplier you wish to re-invite. Then select Resend

Invite and they will receive the invite email again.

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4. Check Progression

SourceDogg allows the Buyer visibility on the progress of the Suppliers invited to the request.

Below are the Steps of a Suppliers progression through a request as visible by the Buyer.

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5. Change Contact

Similar to changing a contact when inviting a Supplier initially to a request, there is similar

functionality when the request is published. Selecting the Cog on the right of the Supplier, and select

‘Change Contact’.

Any contact registered for this Supplier will show in the pop out window. Select the contact you wish

to resend the invitation to. Alternatively, if the contacts email is not registered, that email can be

entered here and the Contact will receive an invitation to the Request.

Select ‘Change’ to complete the process.

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5. Cancel & Delete a Request If the Buyer wishes to cancel the Request, this can be done by selecting ‘Cancel’ underneath the

Request Status on the right of the screen.

By Selecting ‘Cancel’ this will open a ‘Text Box’ which allows the User give the Suppliers a reason for

cancellation. Once ‘Yes’ is clicked, the Users and Suppliers will then receive email notification of this.

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The Request remains in the Request History unless it is deleted.

Once deleted, it will still show in Requests Report for audit purposes.

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3. Request under Consideration

Once the deadline has expired, the Request is now Under Consideration. This stage of the Request

allows the Buying Organisation to now evaluate the Supplier responses. Features such as Q&A

remain open and the response can also be re-opened. SourceDogg facilitates in aiding the response

evaluation by detailed reports and features which will be discussed in this section.

1. Q&A Under Consideration The Q&A feature remains open after the request is completed. The functionality is exactly as

discussed in Q&A in Published Request.

2. Reopen the request (extend deadline) To reopen the request after the deadline has expired, repeat the process as shown in the Extend

Deadline section. Once this is done, all Buyers and Suppliers will be notified of this new deadline.

3. Review Responses When the Deadline has passed a new tab is opened in the request.

The Responses tab allows the User to review the Supplier Response to the request.

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1. Review Response

To open the response, select ‘View Response’. In the response once the Review is complete the User

can then ‘Mark as reviewed’ and leave a comment specific to this response.

Once the Review is Submitted, it is time and date stamped. Team progress can also be viewed now.

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2. Verify Certificates

If a Certificate question is in the response, then these documents can be opened and verified within

the Response.

The document can be opened. If satisfied then the Certificate can be ‘Marked as Verified’. A Note

can also be made on this Specific Certificate question.

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4. Export Responses Once the responses have been reviewed the ‘Export as a document’ feature in SourceDogg can be

used to export a single Supplier response into a document.

As with all ‘Export as a document’ options in SourceDogg the documents can be tailored to the

User’s needs. Pick and choose which information needs to be included in the export and then select

‘Export’.

Some example uses of this feature are – Contract Templates, Supplier/Vendor application forms,

Tender Award reports.

Template Documents can be set up in Settings (Advanced). With those templates the User can then

export the Supplier response into them.

1. Export Individual Response

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2. General Export

In each Request the Export button is always available, allowing the User to Export into a document

at any stage.

‘Export’ is located underneath the Request status.

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1. User Specific Document Templates

These templates are predefined and uploaded in the Settings. More information can be found in

Settings (Advanced)

2. Export Request as Document

Selecting this option in the Export menu allows the User to generate an export into a Word or PDF

Document, using SourceDogg’s own template. Other templates can be chosen here as well.

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3. Export (excel, pdf, html, etc)

This Export option allows the User to export the full content of the Request into a variety of

document types. Once this option is clicked it opens a separate browser tab, where the user can

select the format to open this Request in.

4. Export (Macro-Friendly Excel)

This purpose of this option, is to simply open up this request into an Excel format. In Excel the

content of this request can be edited and Company branding can be added. After clicking this option,

the Excel file is automatically downloaded.

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5. Price comparisons If there are Items in the Request, then there will be prices provided by the Suppliers who have

responded. SourceDogg provide three detailed reports to which enable the User to evaluate these

prices effectively. These Reports are available under the ‘Analysis Options’ Dropdown in the

‘Responses’ Tab.

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These Reports open in a separate tab similar to the Export (excel, pdf etc..) Report.

1. Total Price

The Total Price Report primarily highlights which Supplier has is the highest and lowest pricing, Red

and Green respectively. It also analyses and forecasts different volumes.

2. Items & prices

The Items and Prices report gives a far more detailed breakdown of each item in the Request and

each Supplier. Using the Green and Red again, the report will highlight which supplier has the lowest

and highest price per item.

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3. Lowest bid analysis

The Lowest bid analysis report works in conjunction with Scoring. Scoring is enabled in the Settings

or in the Request. For a detailed explanation, please see the Scoring section.

The Lowest Bid highlights Supplier Performance, Sensitivity analysis- Total Score and Content and

Supplier responses.

The Supplier performance highlights any Failed Killer questions, One or More Items have €0 Pricing

and Potentially Abnormally Low Tender.

For more information on this report see the Scoring Section

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6. Decision When the Reponses have been evaluated completely there will be a New Tab shown, called

Decision. If Scoring has been included in the Request, after the response evaluation is complete,

below is how the Responses tab looks.

In the Decision tab, if Scoring is enabled, then the Response will be ranked by score. If there is no

scoring then they will be ranked by price or alphabetically ordered.

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By selecting the dropdown button ‘Award or Decline’ the following options are available.

1. Award Supplier

By selecting Award Supplier, the User can choose to internally note this on SourceDogg or send an

email to let the Supplier know they have been successful. The below box appears where the User

selects what they would like to do.

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2. Decline Supplier

To Decline a supplier, similar options apply, either simply note it on SourceDogg or issue an email to

the Supplier.

3. Create Purchase Order

A Purchase Order can be generated from the Response of a Supplier. This is a Document template

which is managed in ‘Settings’ (Advanced).

Once selected the User chooses the Document Template they would like to use. The PO can be

previewed and once satisfied it can then be Saved. This will then be Stored in the Contract

Management section.

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4. View Purchase Orders

By selecting View Purchase Orders, the User can see any Purchase Order that has previously been

generated through SourceDogg with the Supplier in Question. This option will only be available if

there has been previous Purchase Orders generated.

5. Create Catalogue

By Selecting Create catalogue, The User will generate a new Internal Catalogue based on the Pricing

received from the specific Supplier.

This will direct the User to ‘Settings’ (Advanced) where the details of the catalogue are specified.

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For more information on Catalogues, please see the Catalogue section.

6. View Contracts

The View Contracts option will take the User directly to the Contract Management Section, where

any Contract related to the specific Supplier will be listed.